Payment & Refund Policy

Draft — pending review. Written by the organizing team, not by a lawyer. Check the refund windows and the verification timing against what the committee will actually honour before the competition opens publicly.

Last updated 25 August 2026.

This policy explains what the registration fee is, how to pay it, how we check it, and when we give it back.

The fee

MMRC 26 charges one fee per team, not per person. The amount depends on the membership tier the team selects when registering:

• IEEE RAS member — the lowest rate
• IEEE member — the middle rate
• Not a member — the standard rate

The current amounts are shown on the registration page. We may run an early-bird discount for a limited period; when we do, the discounted price and its end date are shown on that page.

The price your team sees at the moment you register is the price you pay. If we change our prices afterwards, or an early-bird period ends, your quoted amount does not change.

To qualify for a member rate, each member claiming it must supply a valid IEEE or IEEE RAS membership number at registration. We check these. A team that cannot substantiate the tier it selected will be asked to pay the difference before it is confirmed.

How to pay

Payment is by CliQ transfer to the chapter's account. The alias, account name and bank are shown on your payment page once you have registered. Nothing else is an accepted method — we do not take cash, cards, or transfers to any account other than the one shown on that page.

Please check the alias character by character before sending. A CliQ transfer to the wrong alias goes to a stranger and we cannot recover it.

Confirming your payment

After you have transferred the fee:

1. Enter the transaction reference your banking app gave you.
2. Upload a screenshot of the confirmation from your banking app.
3. Submit.

Both are required. The reference alone cannot be matched reliably against a bank statement, and a screenshot alone does not give us something to search for.

Verification takes 24–48 hours

CliQ gives the receiving account no automatic notification that names your team. Every payment is therefore matched by hand against the chapter's bank statement. That takes 24 to 48 hours on a working day, and longer over a weekend or a public holiday.

You do not need to do anything while you wait, and you do not need to send the proof again. We email you when your payment is verified.

If your payment does not match — a different amount, a reference we cannot find, a screenshot we cannot read — we mark it as needing attention and email you to explain what we need.

Refunds

Before registration closes. If you withdraw your team before the registration deadline, we refund the fee in full. Email the organizing committee from the address you registered with.

After registration closes. We do not refund withdrawals after the deadline. By then your place has been counted into the schedule, the brackets and the catering, and it cannot be resold.

If we cannot give you a place. If the competition fills, or we cancel, or we otherwise cannot seat a team that has paid, we refund that team in full, regardless of timing.

If the event is postponed. Your registration carries over to the new date. If you cannot attend the new date, tell us within 14 days of the announcement and we refund you in full.

No-shows. A team that is confirmed but does not appear on competition day is not refunded.

Overpayments. If you transfer more than your quoted fee, tell us and we will return the difference.

Refunds go back to the account the payment came from, by CliQ, normally within 14 days of us agreeing to one.

Errors in our favour

If we quote or charge the wrong amount, we will tell you and correct it. If we undercharged you, you are not obliged to make up the difference — we honour the price we showed.

Contact

Anything about a payment: reply to your registration confirmation email, quoting your payment code, and the committee will pick it up.